Use the "check request" link on this page or get a check request form from the Accounts Payable office (Smyth Hall, Suite 42).

Please include the vendor name and address, Tax ID# (where applicable), amount requested, general ledger account number(s) to be charged, and an explanation for the request. 

Employees completing a check request for an expense reimbursement still need to include their current mailing address to assist us in properly identifying your system record.

IMPORTANT: Attach original receipt(s) and/or supporting documentation to verify the reason for the request.

Submission Deadline: Approved check requests need to be received by 4:30 p.m. on Friday to be included in check processing the following Thursday. (Noon on Friday during summer hours)

All checks are mailed Thursday afternoon to the vendor address listed on check request.

Accounts Payable maintains credit cards with Wegmans and Home Depot. Either card may be signed out from the Accounts Payable office.  Cards must be returned with the original receipts approved by the supervisor in the originating department within 24 hours.

Please note we also have a BJ's membership card, however it is NOT a credit card.  The membership card allows us to purchase as a tax-exempt organization.  And individual using this membership card will still be required to provide form of payment.  All purchase through BJ's must remain in compliance with the Staples Office Supply Purchasing Policy.

**Gift card purchases are not allowed for any Nazareth employee – faculty, staff or student.**

Additional Compensation to Employees

No employee should receive a gift card. If the employee's supervisor wants a stipend to be considered they must complete a "Notice of Personal Action" (NPA) through the Human Resource Office. If approved, the employee would receive the additional amount through payroll.

Allowed Gift Card Purchases:

• Volunteers - as a small token of appreciation or "thank you" for their time and effort at the discretion of the department head responsible for the volunteers.
• Prizes awarded at Student Development events.
• Awards - as a small token for recognition of academic achievement.

Explanations must be provided for any gift card purchase. Include the following information:

• Why was the gift card purchased?
• Who is the recipient of the gift card?

The maximum amount allowed for any gift card is $50.

Invoices are handled much like check requests, however you do NOT need to complete a check request to have an invoice paid. Invoices must include the 14-digit general ledger account number and departmental approval before being submitted to Accounts Payable. Invoices are approved by the Assistant Controller.  Invoices will be scheduled for payment based on the due date noted by vendor.

Invoice payments are in the form of a check and are mailed directly to the vendor.

W-9 form information

For payment requests using funds from department(s) other than one’s own and/or using funds from multiple sources:

• Obtain that Department Head’s written approval, amount approved, and their 14-digit general ledger account number on invoice/check request, or
• Request emailed approval from that Department Head allocating their funds towards your specific payment.

The email must state:

• The specific dollar amount they are approving
• The 14-digit general ledger account number to be charged
• A reference to the specific reason for payment

Print and attach the email to the approved invoice or check request. Forward to Accounts Payable for processing.

On the approved invoice/check request, please make note to Accounts Payable that there are additional funding sources so the staff can allocate the funds appropriately within the payment system. The check request has additional lines for multiple funding sources.

NOTE: All invoices/check requests must have at least one handwritten approval; additional approvals can be in an electronic format (i.e. email).

• Payment request form
• Nonresident alien questionnaire
• Foreign visitors honoraria attestation form
• Frequently asked questions for departments and nonresidents

• Our purchasing card (P-Card) program is limited and is recommended for departments with a large monthly volume of small dollar amount purchases that would typically be covered by an individual then seeking reimbursement.
• The P-Card is meant for small dollar purchases under $500.
• The P-Card cannot be used for travel-related expenses (including meals) or capital purchases.
• To request a P-Card for yourself or your department contact the P-Card Administrator, Colleen Costanza, at ccostan5@naz.edu.

For purchases over $2,000, Nazareth College requires a Purchase Order Requisition form. Include vendor name, vendor address, fax number, items ordered, and the general ledger account number to be charged. Obtain department head approval and forward to Accounts Payable.

Purchases orders over $25,000 require three (3) bids from different vendors with an explanation as to the winning bid.

Purchase orders over $100,000 require additional approval from the Vice President for Finance and Administration along with three (3) bids from different vendors.

If there is a sole source vendor, an explanation must be provided.

Purchase orders are printed once each week on Fridays. The Purchase Order copy will be forwarded to the requisitioning department. AP will fax the original Purchase Order to the vendor upon your request and when fax number is provided.

• All technology-related purchases must be processed through ITS:
• Contact Mary Jo Callahan
• All furniture purchases must be processed through Facilities:
• Contact Michelle Civiletti
• All other capital expenditures:
• Contact Dean or Vice President of requisitioning department for approval

Accounts Payable receives the invoice matching an outstanding PO, stamps it with "Approval for PO Payment" and forwards to the requisitioning department for approval. If the order has been fullfilled/goods have been received, the requisitioning department will mark the invoice as "Okay to Pay" and returns it to Accounts Payable for the payment to be processed.

• Moving Expense Reimbursement Policy 
• Travel and Entertainment Expense Reimbursement Policy
• Travel Expense Report
• Missing Receipt Form